Record and Print Checks in QuickBooks Online

Managing financial transactions effectively is a crucial aspect of running a business. QuickBooks Online (QBO) is a powerful tool that can simplify and streamline your accounting processes, including recording and printing checks. Whether you’re paying vendors, employees, or handling other expenses, knowing how to properly use QuickBooks Online for these tasks is essential.

This guide will provide a comprehensive overview of how to record and print checks in QuickBooks Online, ensuring that you maintain accurate financial records and efficiently manage your business expenses. By following these detailed steps, you can take full advantage of QuickBooks Online’s features to enhance your accounting practices.

Must Read:- How to Enter Expenses in QuickBooks Online without a Connected Bank?

Setting Up QuickBooks Online for Check Writing

1. Creating a Bank Account

Before you can start recording and printing checks, you need to have a bank account set up in QuickBooks Online.

• Step 1: Log in to your QuickBooks Online account.
• Step 2: Click on the “Accounting” tab on the left-hand side menu.
• Step 3: Select “Chart of Accounts.”
• Step 4: Click the “New” button to add a new account.
• Step 5: Choose “Bank” as the account type.
• Step 6: Fill in the necessary details, such as the account name and description.
• Step 7: Click “Save and Close.”

2. Enabling Check Printing

To print checks from QuickBooks Online, you need to enable check printing and configure your check setup.

• Step 1: Go to the “Gear” icon on the upper right corner.
• Step 2: Select “Account and Settings.”
• Step 3: Click on the “Expenses” tab.
• Step 4: In the “Bills and expenses” section, click the “Pencil” icon to edit.
• Step 5: Ensure that “Print Checks” is toggled on.
• Step 6: Click “Save” and then “Done.”

Recording Checks in QuickBooks Online

1. Writing a Check

To record a check payment, you need to follow these steps:

• Step 1: Click on the “New” button (often marked with a “+” sign) in the upper left corner.
• Step 2: Select “Check” under the “Vendors” column.
• Step 3: Choose the bank account from which the check will be issued.
• Step 4: Fill in the necessary details, including the payee, payment date, check number, and amount.
• Step 5: Allocate the payment to the appropriate expense account(s) or item(s).
• Step 6: Add any memo or note for reference.
• Step 7: Click “Save and Close” or “Save and New” if you have more checks to record.

2. Voiding a Check

If you need to void a check, you can do so easily in QuickBooks Online.

• Step 1: Go to the “Expenses” tab on the left-hand side menu.
• Step 2: Select “Expenses” again from the submenu.
• Step 3: Locate the check you want to void.
• Step 4: Click on the check to open its details.
• Step 5: Select the “More” button at the bottom and choose “Void.”
• Step 6: Confirm the void action.

3. Deleting a Check

If a check needs to be deleted rather than voided, follow these steps:

• Step 1: Navigate to the “Expenses” tab.
• Step 2: Choose “Expenses” from the submenu.
• Step 3: Find the check you wish to delete.
• Step 4: Click on the check to open its details.
• Step 5: Select the “More” button and choose “Delete.”
• Step 6: Confirm the deletion.

Printing Checks in QuickBooks Online

1. Setting Up Your Printer and Check Style

Before printing checks, ensure your printer and check style are properly configured.

• Step 1: Click on the “New” button (often marked with a “+” sign) and select “Print Checks.”
• Step 2: If this is your first time, you may be prompted to set up your check printing preferences.
• Step 3: Follow the prompts to select your check style (Voucher, Standard, or Wallet).
• Step 4: Print a sample check on blank paper to ensure alignment.
• Step 5: Adjust alignment settings if necessary, following the on-screen instructions.

2. Printing Checks

To print checks in QuickBooks Online, follow these steps:

• Step 1: Click on the “New” button (often marked with a “+” sign) and select “Print Checks.”
• Step 2: Select the bank account from which the checks will be printed.
• Step 3: Select the checks you want to print by checking the boxes next to each check.
• Step 4: Click “Preview and Print.”
• Step 5: Review the checks and click “Print” when ready.
• Step 6: Load your check stock into the printer and follow your printer’s instructions for check printing.

Advanced Tips and Troubleshooting

1. Using Pre-Printed Check Stock

Using pre-printed check stock can save time and ensure professional-looking checks. QuickBooks Online supports various check stock formats from suppliers like Intuit, Deluxe, and others.

2. Troubleshooting Alignment Issues

If you encounter alignment issues when printing checks, revisit the check setup process:

• Step 1: Click on the “Gear” icon and select “Printing Setup.”
• Step 2: Choose “Print sample” and print on blank paper.
• Step 3: Adjust alignment settings using the on-screen guide.
• Step 4: Print another sample to confirm the adjustments.

3. Reprinting Checks

If you need to reprint a check due to printer issues or errors, you can easily do so:

• Step 1: Go to the “Expenses” tab and select “Expenses.”
• Step 2: Find the check you need to reprint.
• Step 3: Click on the check to open its details.
• Step 4: Select “Print check” and follow the printing steps.

4. Handling Check Voids and Deletions

Understanding the implications of voiding versus deleting checks is crucial for accurate record-keeping:

• Voiding a Check: Keeps the check in your records but marks it as void, preserving the audit trail.
• Deleting a Check: Removes the check entirely from your records, which can be useful for correcting entry errors.

Best Practices for Recording and Printing Checks

1. Regularly Reconcile Your Accounts

Regular bank reconciliations help ensure your check records match your bank statements, identifying discrepancies promptly.

2. Maintain Adequate Security Measures

• Check Storage: Store check stock securely to prevent unauthorized use.
• User Permissions: Limit access to check writing and printing functions within QuickBooks Online to authorized personnel.

3. Use Automated Features

• Recurring Transactions: Set up recurring check payments for regular expenses to save time and reduce errors.
• Bank Feeds: Link your bank account to QuickBooks Online to automatically import transactions and simplify reconciliation.

Conclusion

Recording and printing checks in QuickBooks Online is a straightforward process that, when done correctly, can greatly enhance your business’s financial management. By setting up your accounts properly, following detailed recording steps, and utilizing the advanced features and best practices outlined in this guide, you can ensure accuracy, efficiency, and professionalism in your check handling processes.

Whether you are a small business owner, accountant, or bookkeeper, mastering these tasks in QuickBooks Online will contribute to better financial oversight and operational success. For further assistance, don’t hesitate to contact QuickBooks Online support at +1-855-838-5970.

Frequently Asked Questions